Why fleets want an account
A fleet with a dozen trucks doesn't want twelve receipts and twelve card swipes. One account means one statement and one payment, and your drivers don't have to carry cash or a company card to every job. For you it means repeat business, as long as the paperwork holds up.
Set up the account and its trucks
SmogDesk has fleet accounts built in. Each account tracks the balance owed, lists every truck on the account with its next due date, and applies a per-account discount automatically.
Charge tests to the account
When you write the invoice, choose CHARGE as the payment type. Instead of being paid on the spot, the invoice posts to that account's balance. Your other payment types, such as cash, check, and card, stay available for walk-up customers.
Get paid
When a payment comes in, post it from the Accounts screen so the balance drops. When it's time to bill, print a statement for the account. It's worth deciding your terms up front, such as due on receipt or net 15 or 30 days, and putting them where the fleet will see them. SmogDesk tracks the balance, but the payment policy is your call.
Keep an eye on balances
The reports include a quick account balances report, along with daily and by-payment-type reports, and you can print any of them for your records. A look at account balances once a week keeps small unpaid invoices from turning into old ones.
Keep their trucks on schedule
The Vehicles Due list shows every truck coming due, with overdue trucks flagged in red. Click Remind next to a vehicle to send the customer an email reminder (they need an email on file). That matters for fleets because most vehicles under Clean Truck Check are tested twice a year, and a reminder before the window closes keeps the work coming to you.
A simple monthly routine
- Run the account balances report and see who owes.
- Print statements for accounts with open balances and send them.
- Post payments as they arrive.
- Check Vehicles Due for trucks coming up in the next 30 to 90 days and send reminders.
Billing a Clean Truck Check job? See how to invoice a Clean Truck Check test.